Getting started with webinar in Zoom App

This post was most recently updated on August 1st, 2022

The Zoom Webinar tool allows you to broadcast a Zoom meeting to as many as 50,000 viewers or participants, regardless of how many webinar licenses you have. It is possible to license a webinar up to 50 thousand participants with a minimum capacity of 500 participants. As a panelist or the host of a webinar, you can show your screen, share video, and share audio. Attendees can interact with the host and panelists by chatting or asking questions.

There are two options for pre-registration for webinars, with the host being able to add custom questions to facilitate enrollment, or with registration turned off for attendees to join by clicking a link during the live webinar. You can have a one-time webinar, or hold it periodically throughout a series of webinars, or you can hold the same webinar more than once.

Prerequisites

  • It is required that the user has the Webinar Add-on (500, 1000, 3000, 5000, 10000, or 50000) licensed.
  • Zoom Desktop is the Zoom desktop application.
    • Zoom Desktop requires Windows version 3.0 or later.
    • Zoom Desktop requires Mac OS version 3.0.
    • For Linux, version 3.0 is required.
  • The Zoom Mobile App is also required.
    • For Android, version 3.0 is required.
    • For iOS, version 3.0 is required.

Note: Rooms in Zoom and CRC (H.323 and SIP) devices can take part in webinars as panelists, but they cannot act as the hosts of those webinars.

It is important that Zoom Support enable 720p or 1080p quality for attendees if they wish to receive feeds in these quality levels. In order to enable the feature, please allow up to 3 business days once you have contacted support. For 720p or 1080p Group HD to work properly, all other prerequisites must also be met.

Purchasing a webinar license

In order to purchase a webinar license, please visit the Billing page of your account or contact sales directly. Here‘s how to assign the webinar license once it has been purchased.

Registration for webinars

There may be a pre-registration requirement for webinars prior to the event. The host has the option of either automatically approving all registrants or manually approving each one. Custom registration questions can be added, and reports can be generated based on the registration information.

A waiting room , the screen will change to the following screen. Please wait until the host may additionally have the option to turn off online registration for the webinar, although the attendees will still be required to provide their name and email address as they join. Moreover, the host will be limited to reporting on only information relating to the participants.

Registration approval

For webinars that require registration, there are two ways to approve them

  1. Automatically Approve – In addition to the confirmation email, all webinar registrants will receive a further email with instructions on how to participate in the webinar.
  2. Manually Approve – Registrations must be manually approved or declined by the host of the webinar. The registrant will be sent an email with instructions on how to join the webinar if their registration is approved.

Scheduling a webinar

  • Find out how to schedule a Webinar that requires registration
  • or find out how to schedule a Webinar without registering

Notes:

  • If the webinar ID for a non-repeating webinar has expired, it will be invalid 30 days after the meeting‘s scheduled date/time, but the webinar cannot be started after the scheduled date/time. It is possible to reschedule a webinar for a later date in the Previous Webinars tab easily by editing the webinar and scheduling. Once rescheduled, the webinar will remain in your list of previous webinars for another 30 days after that date. There is no limit to the amount of times you can restart the same webinar ID before the  webinar page. Here you will see a list of scheduled date.
  • There is a 365-day grace period after the last occurrence of a recurring webinar ID has been issued. During that time, you can make future use of the webinar ID.
  • During that period, you can start the webinar at any time before the scheduled time. If the links on a non-recurring webinar are past the scheduled date, or if the links on a recurring webinar have not been used for more than 365 days, the links will not expire or become invalid.

Inviting attendees and panelists

The panelists are fully participating in the meeting as full members. There is the option for viewing and sending video, screen sharing, and annotating the video. It is important to note that panelists are not counted as attendees for your webinar, but rather are limited by the maximum number of participants that you may have. There will be a separate invitation email sent to panelists from the email sent to webinar attendees, which contains your unique URL to join the webinar and other information about participating.

Participants have the option to view only content, allowing the host to unmute them if he or she wishes to do so. However, the host has the final say over how they view the webinar. Depending on your webinar license (500, 1000, 3000, etc. ), there is a maximum number of attendees. By participating in the Q&A and in-webinar chat sessions, participants can ask questions to the host and the panelists.

There is no need for attendees to register for the webinar, so you can copy the webinar join link and share it with them.

The host will be responsible for sharing the registration link with the attendees, and they are responsible for filling out the registration form, if the webinar requires it. A unique join link will be sent to each registered user once they have completed the registration process. In the event that a webinar participant tries to join by using a generic webinar link or the webinar ID, they will be transferred to the webinar registration page for completion of registration.

To invite attendees to register, there are three different ways that can be used:

  • Please copy and share the URL of your registration via your e-mail, website, etc.
  • If you want to copy the invitation from Zoom to send out to your attendees, you can select Copy the invitation and click on Copy the invitation.
  • To receive a copy of the Zoom invitation, select Email me the invitation so you can forward a copy to anyone else who might be interested in attending the event.

 

Starting a webinar

It is possible to start your webinar in a few different ways.

  • You can access the Zoom web portal by signing in and clicking on the Webinars tab. Once you have located the webinar, simply click the Start button.
  • You will then be taken to the Zoom desktop client, where you will find the Meetings tab. Once you have found the webinar, you will be able to start it.
  • It is important that you click on the link that appears on the calendar reminder if you have added it to your calendar. You will need to be logged into your Zoom account before you can click on the link.